There is always something happening, from festivals and concerts to sporting events and farmers’ markets, you can be sure that an event is happening close by. Some of the biggest events organized are conventions and trade shows! These events are large in scale and cover specific interests and industries such as technology, beauty products, toys, cars, comics, games; if you can think of it, there’s probably a convention or trade show for it!
There are thousands of events that happen all around the world. Some of them you may have heard of, like the Consumer Electronics Show or San Diego Comic Con. However, these shows don’t just pop out of nowhere; they take time, planning, and logistics to achieve. When it all comes together harmoniously, it becomes a fun and exciting event for everyone to enjoy!
Prep for Before
Whether you work for a small or large business, a lot of prep work goes into shipping your materials. Before even deciding what to bring, you need to know what space you will be getting. This usually depends on how much you pay for space and what kinds of needs you’ll have. The bigger the space, the more money you will need to pay. Do you need electricity for your display? You may have to pay more for the utility access. Maybe your business will sell food, in which case you’ll need trash receptacles provided by the venue.
This is where communication with the event is crucial. You should have written details of where you’ll be located, the utilities available, and the maximum amount of space you’ll be allotted by the event.
Once you have info on the space, the next step is to figure out what you’re bringing and how to package it away. It’s important to be strategic in how you put your shipment together, especially if you plan to ship merchandise. Even just packing one item improperly can damage your shipment.
Many vendors choose to ship items such as booths, tables, signs, promotional materials, merch, and other equipment needed for the event. Consider what type of services you may need, such as expedited shipping or white-glove services, and make sure you get your shipment protected. Carriers typically cover only $0.10-$0.50 per pound, so getting coverage on your shipment can help keep your mind at ease.
Ensure that when you package your items, they are as protected as possible. This can look very different depending on how large, heavy, sturdy, and perishable the items are. Getting the right materials, cushioning, and services can help keep your shipment as safe as possible so that it’s ready for the event!
Travel and Arrival
Once everything is packed up, it’s time to start moving! It’s important to ensure that all labeling and information are recorded correctly, especially where your shipment is to be delivered. Each venue has its own policies and designated areas for dropping off shipments. Some may even have a separate marshaling yard, so it’s important to get that information to minimize mistakes and fees as much as possible.
Communication is key to knowing when and where your shipment should be delivered. The event coordinators should provide you with all of the necessary info of where things should be delivered, move-in and move-out dates, and what is and is not allowed in the venue. Without that important communication, it can lead to major headaches, like detention time or re-routing, which can cause your shipment to be more expensive than expected.
Once the shipment arrives at its destination, it can finally get set up on the move-in day! This means all sorts of things to all sorts of businesses, not just unpacking and assembling the materials, but also ensuring that the staff know how to work with the equipment and how to interact with guests coming to their booth. It can all be nerve-racking, especially for anyone tabling or presenting for the first time, but with all the networking and community organizing that happens, it’s well worth it!
Disassembly, Storage, and Reverse Logistics
Hordes of people rushing in and out, merchandise flying off the shelves, industry presentations, and lots of new connections made! These are just some of the things you can expect to encounter at conventions and trade shows. It is one of the most hectic and tiring events one could go to. After all of that business, it can feel incredibly tiring. But it’s not over just yet!
Getting the equipment shipped and assembled is a whole journey, and the same is certainly true for getting it out of the venue. Before confirming the shipment, shipping should be set up for when the equipment should arrive at the event, as well as when it leaves. Keeping in contact with your freight shipping team will help keep expectations and logistics organized and well managed.
The equipment could be shipped back to its original location, which would be reverse logistics. These could be a warehouse or a company’s own storage area for keeping its equipment secure until the next event. It could also be planned to go to a different venue for another convention or trade show. This will happen when events are held close to the same time, so that costs are managed and time isn’t wasted going back and forth to the same places.
Workers will disassemble the equipment as quickly and safely as possible and package it back the way they found it in the box. Trying to finish this as soon as possible will help to avoid expensive fees, just as arriving at the proper window of time helps. It can certainly be daunting, but with the right coordination, the whole process can be efficient and smooth.
Conventions and trade shows are incredibly fun and great for helping your business. Having to deal with shipping your equipment should be the last thing on your mind. There are way more important things to focus on, like making your presentations, finalizing the inventory you plan to bring, and ensuring that you promote the best out of your business. Whether it’s a convention or a trade show, getting it organized and out of the way will help you focus on what’s important about these events, showing off how great you and your business are!
